Support Medical Secretary Band 3 jobs

Job summary

We are looking for an organised, motivated and compassionate Medical Secretary to join our Obstetrics & Gynaecology team at Musgrove Park Hospital on a fixed term contract to cover maternity leave.

In this varied and rewarding role, you will provide a comprehensive and professional administrative service to our specialty teams-supporting the smooth coordination of patient pathways and ensuring highquality patient care.

You will manage a busy and diverse workload, communicate confidently with patients, clinicians and colleagues, and maintain accurate, timely information across clinical systems. Working collaboratively within the secretarial team, you will organise appointments, process correspondence and referrals, support the flow of patient information, and help the department meet key performance targets and Trust standards.

The role also involves contributing to team meetings, supporting the induction and training of junior staff, and upholding Trust policies including incident reporting, confidentiality, and information governance.

Main duties, tasks & skills required

• Provide a full medical secretarial service to clinicians and specialty teams.
• Manage incoming correspondence, calls and queries, ensuring timely and professional responses.
• Organise outpatient appointments, procedures and admissions, ensuring templates and pathways are followed correctly.
• Maintain accurate patient information, including RTT clock stops, waiting lists, investigation results and clinical documentation.
• Produce high quality typed correspondence using audio or copy typing.
• Liaise with multidisciplinary teams to gather and coordinate patient information.
• Prioritise workload effectively while supporting colleagues to ensure consistent administrative coverage.
• Support team meetings, including preparing agendas, taking minutes and circulating documents.
• Assist with training, mentoring and induction of new and junior staff.
• Report incidents in line with Trust policy and maintain strict confidentiality and information security.
• Ensure patient pathways flow smoothly, escalating any potential delays or issues to the Senior Medical Secretary

About us

At Somerset NHS Foundation Trust, we're committed to supporting our employees with a range of benefits designed to enhance your professional and personal life. We offer:

• Flexible working options to help you balance work and life
• NHS pension scheme for long-term financial security
• Generous annual leave allowance to recharge and relax
• A strong focus on career development to help you grow and achieve your potential

Additionally, you'll gain access to our Blue Light Card, unlocking exclusive discounts on shopping, dining, and leisure activities, as well as NHS-specific perks to support you both inside and outside of work.

We are proud to foster a diverse, skilled, and inclusive workforce, and we encourage applications from all backgrounds.

Why Somerset? Somerset offers the perfect blend of idyllic countryside, outstanding areas of natural beauty, and breathtaking coastlines, with vibrant cities like Bristol, Bath, and Exeter just a short drive away - and only two hours to London.

The region is home to excellent educational facilities, and with affordable housing compared to other parts of the country, it's a great place to build both your career and your future.

Somerset truly has it all - the peaceful countryside and cosmopolitan city life, with something for everyone to enjoy.

Job description

Communication & Working Relationships

• Communicate professionally with patients, clinicians, colleagues and external agencies across telephone, email and face-to-face interactions.
• Handle daily enquiries, providing accurate information and taking messages or action as appropriate.
• Liaise with multidisciplinary teams to ensure patient information is promptly available.
• Participate in Trust, divisional and specialty team meetings.
• Support training and induction for admin assistants, apprentices, and new team members.
• Report incidents through the Trust Incident Reporting system.

Planning & Organisation

• Prioritise your own workload effectively to meet service targets.
• Work closely with fellow secretaries to ensure fair distribution of work.
• Book outpatient clinics in line with specialty clinic templates, reporting inconsistencies promptly.
• Manage waiting lists for inpatient procedures, including scheduling theatre slots and reordering lists when required.
• Track investigation results, flagging urgent findings to clinicians.
• Process suspected cancer referrals and arrange urgent appointments.
• Prepare agendas, type and distribute minutes for meetings as required.

Patient Care & Pathway Coordination

• Respond to patient queries promptly and sensitively.
• Ensure timely transfer and availability of patient information to support clinical decision-making.
• Monitor pathways for potential RTT breaches and escalate concerns.
• Update RTT clock stops and inter provider transfer details.

Policy & Service Responsibilities

• Maintain up to date knowledge of Trust Access, RTT and Health Records policies.
• Ensure all patient information is processed in line with Trust confidentiality and data protection policies.
• Follow Trust guidelines for secretarial and clerical services.
• Contribute to quality improvement initiatives within the specialty.

Information Management & Administration

• Type clinical correspondence accurately using audio or copy typing.
• Maintain and update specialised databases, waiting lists and caseload statistics.
• Ensure case notes are complete, filed correctly and transferred appropriately.
• Process urgent referrals, appointments and follow up actions.
• Add and manage patients on waiting lists and theatre schedules.

Other Responsibilities

• Provide crossover for colleagues during absence and work flexibly across specialties when needed.
• Maintain equipment and contribute to prudent stock control.
• Handle cash/cheques on occasion in line with Trust processes.
Uphold Trust values-including kindness, respect and teamwork
• -in all aspects of the role.
• Adhere to all Trust policies relating to safeguarding, health & safety, infection control, risk management, sustainability and clinical governance.

Person specification

Qualifications

Essential

• RSA/OCR III WP/Typing or equivalent
• AMSPAR or British Medical Secretary Diploma (includes medical terminology) or equivalent knowledge

Desirable

• ECDL or equivalent

Experience

Essential

• Secretarial experience
• Audio typing / word processing

Desirable

• NHS Experience
• Medical audio typing

Additional Criteria

Essential

• Knowledge of Microsoft Suite
• Knowledge of medical terminology

Desirable

• Minute taking and transcribing (or be willing to undertake training)

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

For help with your application, contact:

Erica Boulton

erica.boulton@somersetft.nhs.uk

07771396042